# User:Francisict/MS Tutorial Notes

CHAWAMA SKILLS TRAINING CENTRE

MICROSOFT WORD 2007

TUTORIAL NOTES

PREPARED BY FRANCIS SIAME TITLE: INSTRUCTOR CELL: +260977245407 or via E-mail: francisict@gmail.com

Lesson 1:

Getting Familiar with Microsoft Word 2007 for Windows

Microsoft Word is a word processing software package. You can use it to type letters, reports, and other documents. This tutorial teaches Microsoft Word 2007 basics. Microsoft Word 2007 is so different from previous versions of Microsoft Word, even experienced users may find it useful. This lesson will introduce you to the Word window. You use this window to interact with Word. To begin this lesson, open Microsoft Word 2007. The Microsoft Word window appears and your screen looks similar to the one shown here.

Note:

The Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. When you click the button, a menu appears. You can use the menu to create a new file, open an existing file, save a file, and perform many other tasks.

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides you with access to commands you frequently use. By default Save, Undo, and Redo appear on the Quick Access toolbar. You can use Save to save your file, Undo to rollback an action you have taken, and Redo to reapply an action you have rolled back.

The Title Bar

Next to the Quick Access toolbar is the Title bar. The Title bar displays the title of the document on which you are currently working. Word names the first new document you open Document1. As you open additional new documents, Word names them sequentially. When you save your document, you assign the document a new name.

The Ribbon

You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to issue commands. The Ribbon is located near the top of the screen, below the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups. Within each group are related command buttons. You click buttons to issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog box.

The Ruler

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your ruler is not visible, follow the steps listed here:

1. Click the View tab to choose it. 2. Click the check box next to Ruler in the Show/Hide group. The ruler appears below the Ribbon.

The Text Area

Just below the ruler is a large area called the text area. You type your document in the text area. The blinking vertical line in the upper-left corner of the text area is the cursor. It marks the insertion point. As you type, your text displays at the cursor location. The horizontal line next to the cursor marks the end of the document.

The Vertical and Horizontal and Vertical Scroll Bars The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by dragging the icon located on the scroll bar. The vertical scroll bar is located along the right side of the screen. The horizontal scroll bar is located just above the status bar. To move up and down your document, click and drag the vertical scroll bar up and down. To move back and forth across your document, click and drag the horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of your document fits on your screen.

The Status Bar

The Status bar appears at the very bottom of your window and provides such information as the current page and the number of words in your document. You can change what displays on the Status bar by right-clicking on the Status bar and selecting the options you want from the Customize Status Bar menu. You click a menu item to select it. You click it again to deselect it. A check mark next to an item means it is selected.

Understanding Document Views

In Word 2007, you can display your document in one of five views: Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout. Draft View Draft view is the most frequently used view. You use Draft view to quickly edit your document.

Web Layout

Web Layout view enables you to see your document as it would appear in a browser such as Internet Explorer.

Print Layout

The Print Layout view shows the document as it will look when it is printed. Reading Layout Reading Layout view formats your screen to make reading your document more comfortable.

Outline View

Outline view displays the document in outline form. You can display headings without the text. If you move a heading, the accompanying text moves with it. You should use Draft view for these lessons. Before moving ahead, make sure you are in Draft view:

1. Click the View tab. 2. Click Draft in the Document Views group. When the Draft option is selected it appears in a contrasting color.

Click

During the lessons that follow, you will be asked to "click" items and to choose tabs. When asked to click: 1. Point to the item. 2. Press your left mouse button once. If you are asked to double-click an item: 1. Point to the item. 2. Quickly press your left mouse button twice. If you are asked to right-click: 1. Point to the item. 2. Press your right mouse button. If you are asked to choose a tab, click the tab. Understanding Nonprinting Characters Certain characters, called nonprinting caharacters, do not print and will not appear in your printed document but do affect your document layout. You can elect to see these characters on the screen as you type or you can elect to have them remain invisible. For these lessons, opt to see them onscreen. This table describes most of them: Character Denotes

A tab

  .	A space
¶	The end of a paragraph



Hidden text To view nonprinting characters:

1. Choose the Home tab. 2. Click the Show/Hide button in the Paragraph group . The Show/Hide button appears in a contrasting color, when it is selected. Create Sample Data and Select Text If you type =rand() in your Word document and then press Enter, Word creates three paragraphs. You can use these paragraphs to practice what you learn. Throughout these lessons, you will be asked to select text. The following exercise teaches you how to create data and how to select data. You can select by using the arrow keys or by clicking and dragging. When using the arrow keys, use the up arrow to move up, the down arrow to move down, the left arrow to move left, and the right arrow to move right. When using the mouse, press the left mouse button and then drag in the direction you want to move.

EXERCISE 1

Create Sample Data 1. Type =rand(). 2. Press Enter. Three paragraphs appear in your document.

Select with the Shift and Arrow Keys

1. Place your cursor before the word "On" in the first paragraph. 2. Press and hold down the Shift key, which serves as an "anchor" showing where text you wish to select begins or ends. 3. Press the right arrow key until the first line of text is highlighted. 4. Press the down arrow key until the first paragraph is highlighted. 5. Click anywhere outside the highlighted area to remove the highlighting.

Select with the Mouse

1. Place your cursor before the word "You" in the second paragraph. 2. Press and hold down the left mouse button. 3. Drag the mouse until you have highlighted the second paragraph. 4. Click anywhere outside the highlighted area to remove the highlighting. Place the Cursor During the lessons, you will often be asked to place the cursor at a specific location (the insertion point) on the screen. You place the cursor by moving the cursor to the specified location and pressing the left mouse button or by using the arrow keys to move to the specified location. EXERCISE 2 The Arrow Keys 1. Use the down arrow key to move down your document. 2. Use the right arrow key to move to the right. 3. Use the up arrow key to move up. 4. Use the left arrow key to move to the left. Cursor 1. Move around you document by using you mouse and clicking in a variety of location. 2. Click in a location and type. Note what happens. Execute Commands with Keyboard Shortcuts There are many methods you can use to accomplish tasks when using Word. Generally, you choose an option by clicking the option on the Ribbon. However, you can also use shortcut keys. A key name followed by a plus and a letter means to hold down the key while pressing the letter. For example, Ctrl+b means you should hold down the Ctrl key while pressing "b." A shorthand notation of the above would read as follows:

Press Ctrl+b

Typists who are slowed down by using a mouse usually prefer using keys. Start a New Paragraph When you type in Microsoft Word, you do not need to press a key to move to a new line. To start a new paragraph, press the Enter key. Exit Word You have completed Lesson One. Typically, you save your work before exiting.

EXERCISE 3

Close and Save—Windows Vista

1. Click the Microsoft Office button. A menu appears. 2. Click Exit Word, which you can find in the bottom-right corner.

3. You are prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears.

4. Move to the correct folder. 5. Name your file by typing Lesson One.doc in the File Name field. 6. Click Save. Word saves your file. Close and Save—Windows XP 1. Click the Microsoft Office button. A menu appears. 2. Click Exit Word, which is in the bottom-right corner. 3. You will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. If you click Yes, the Save As dialog box appears. 4. Specify the correct folder in the Save In box. 5. Name your file by typing Lesson One.doc in the File Name field. 6. Click Save. Word saves your file.

Your screen should look similar to the one shown here. Bold with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Choose the Home tab. 3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. Click Bold in the Font Style box. Note: You can see the effect of your action in the Preview window. To remove the bold, click Regular. 5. Click OK to close the dialog box. 6. Click anywhere in the text area to remove the highlighting. You have bolded the word bold. Alternate Method—Bold with the Ribbon

1. On the line that begins with "Ribbon," select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Choose the Home tab. 3. Click the Bold button in the Font group. You have bolded the word bold. Note: To remove the bold, you can select the text and then click the Bold button again. 4. Click anywhere in the text area to remove the highlighting. Alternate Method - Bold with the Mini Toolbar

1. On the line that begins with "Mini Toolbar," select the word "Bold." You can place the cursor before the letter "B" in "Bold."Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Right-click. The Mini toolbar appears. 3. Click the Bold button . You have bolded the word bold. Alternate Method—Bold with Keys 1. On the line that begins with "Keys," select the word "Bold." You can place the cursor before the letter "B" in "Bold." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Press Ctrl+b (hold down the Ctrl key while pressing b). Note: To remove the Bold, press Ctrl+b again. You can also remove formatting by pressing Ctrl+spacebar. 3. Click anywhere in the text area to remove the highlighting. Italicize with the Dialog Box Launcher

1. On the line that begins with Launcher, select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Choose the Home tab. 3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. Click Italic in the Font Style box. Note: You can see the effect of your selection in the Preview window. To remove the italics, click Regular in the Font Style box. 5. Click OK to close the Font dialog box. 6. Click anywhere in the text area to remove the highlighting. You have italicized the word Italicize. Alternate Method—Italicize with the Ribbon

1. On the line that begins with "Ribbon," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Choose the Home tab. 3. Click the Italic button on the Ribbon. You have italicized the word Italicize. Note: To remove the italics, select the text and click the Italicize button again. 4. Click anywhere in the text area to remove the highlighting. Alternate Method—Italicize with the Mini Toolbar

1. On the line that begins with "Mini Toolbar," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Right-click. The Mini toolbar appears. 3. Click the Italic button . You have italicized the word Italicize. Alternate Method—Italicize with Keys 1. On the line that begins with "Keys," select the word "Italicize." You can place the cursor before the letter "I" in "Italicize." Press the Shift key; then press the right arrow key until the entire word is highlighted. 2. Press Ctrl+i (hold down the Ctrl key while pressing i). Note: To remove italics, press Ctrl+i again. You can also remove formatting by pressing Ctrl+spacebar. 3. Click anywhere in the text area to remove the highlighting.You have italicized the word Italicize. Underline with the Dialog Box Launcher You can underline when using Word. Word provides you with many types of underlines from which to choose.The following are some of the underlines that are available if you use the dialog box launcher:

The following illustrates underlining with the dialog box launcher:

1. On the line that begins with "Launcher," select the words "Underline these words." 2. Choose the Home tab. 3. Click the dialog box launcher in the Font group. The Font dialog box appears.

4. In the Underline Style box, click the down arrow to open the pull-down menu. 5. Click the type of underline you wish to use. Note: To remove an underline, you select None from the pull-down menu. 6. Click OK to close the dialog box. The underline you selected appears under the words. 7. Click anywhere in the text area to remove the highlighting. Alternate Method—Underline with the Ribbon

1. On the line that begins with "Ribbon," select the words "Underline these words." 2. Choose the Home tab. 3. Click the Underline button in the Font group . Alternatively, you can press the down arrow next to the underline button and click to choose the type of underline you want. Note: To remove the underlining, click the Underline button again. 4. Click anywhere in the text area to remove the highlighting. Alternate Method—Underline with Keys 1. On the line that begins with "Keys," select the words "Underline these words." 2. Press Ctrl+u (hold down the Ctrl key while pressing u). Note: To remove the underlining, press Ctrl+u again. 3. Click anywhere in the text area to remove the highlighting. All Three with the Dialog Box Launcher 1. On the line that begins with "Launcher," select the words "All three." 2. Choose the Home tab. 3. Click the dialog box launcher in the Font group. The Font dialog box appears. 4. In the Font Style box, click Bold Italic. Note: You can see the effect of your selection in the preview window. To turn off the Bold Italic, click Regular. 5. In the Underline box, click to open the pull-down menu. Click the type of underline you want to use. Note: To remove an underline, select None from the pull-down menu. 6. Click OK to close the dialog box. 7. Click anywhere in the text area to remove the highlighting. Alternate Method—All Three with the Ribbon 1. On the line that begins with "Ribbon," select the words "All three." 2. Choose the Home tab. 3. Click the Bold button in the Font group. 4. Click the Italic button in the Font group. 5. Click the Underline button in the Font group. 6. Click anywhere in the text area to remove the highlighting. Alternate Method—All Three with Keys 1. On the line that begins with "Keys," select the words "All three." 2. Press Ctrl+b (bold). 3. Press Ctrl+i (italicize). 4. Press Ctrl+u (underline). Note: You can remove formatting by highlighting the text and pressing Ctrl+spacebar. 5. Click anywhere in the text area to remove the highlighting.

Save a File and Close Word You must save your documents if you wish to recall them later. You can use the Save option on the Microsoft Office menu, to save a document. You can also save a document by typing Ctrl+s. The first time you save a document, the Save As dialog box appears. Use the Save As dialog box to locate the folder in which you want to save your document and to give your document a name. After you have saved your document at least once, you can save any changes you make to your document simply by clicking the Save after you click the Microsoft Office button. The following exercise shows you how to save the file you just created and close Word. You will name your file Lesson Two. EXERCISE 4 Save a File—Windows Vista:

1. Click the Microsoft Office button. A menu appears. 2. Click Save. The Save As dialog box appears, if you are saving your document for the first time.

3. Use the Address bar to locate the folder in which you want to save your file. 4. Name your file by typing Lesson Two.docx in the File Name box. 5. Click Save. 6. Click the Microsoft Office button. A menu appears. 7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes.

Save a File—Windows XP 1. Click the Microsoft Office button. A menu appears. 2. Click Save. The Save As dialog box appears if you are saving your document for the first time. 3. Specify the correct folder in the Save In box. 4. Name your document by typing Lesson Two in the File Name box. 5. Click Save. 6. Click the Microsoft Office button. A menu appears. 7. Click Exit Word, which is located in the bottom-right corner of the window. Word closes. Every time you save your document, you overwrite the previous version of your document. For example, you create a document and save it. Later you delete several passages from the document and then save your changes. The passages from the first draft of the document no longer exist. If you want to save both the original draft of your document and the revised document, you must save the second draft of the document using a different name. To save the document using a different name, click the Microsoft Office button. A menu appears. Click Save As. The Save As dialog box appears. Use the File Name box to give your document a new name.

Lesson 3: More Basic Features The features in Word 2007 can make your work easier, make your documents more attractive, and/or enable you to work more efficiently. This Microsoft Word lesson teaches you how to open a file, cut, copy, paste, use AutoText, use spell check, use Find and Replace, and change fonts. All of these features either make your work easier or make your document more attractive. Open a File When you do not have time to complete your work or when you finish your work, you can save and close your file. After saving a file, you can later open it to revise or finish it. You learned how to save a file in Lesson 2. In the exercise that follows, you learn how to open the file you saved. EXERCISE 1 Open a File with Windows Vista If you are using Windows Vista: 1. Open Word 2007. 2. Click the Microsoft Office button. A menu appears. 3. Click Open. The Open dialog box appears. 4. Locate the folder in which you saved the file. The file is named Lesson Two.docx. 5. Click Lesson Two.docx. 6. Click Open. The file you created during the previous lesson appears. Open a File with Windows XP If you are using Windows XP: 1. Open Word 2007. 2. Click the Microsoft Office button. A menu appears. 3. Click Open. The Open dialog box appears. 4. Use the Look In field to move to the folder in which you saved the file. The file is named Lesson Two.docx. 5. Click Lesson Two.docx. 6. Click Open. The file you created during the previous lesson appears. Alternate Method—Opening a File with Keys 1. Open Word 2007. 2. Press Ctrl+o. 3. Locate the folder in which you saved your file. The file is named Lesson Two.docx 4. Click Lesson Two.docx. 5. Click Open. The file you created during the previous lesson appears. Cut and Paste You can use Word's Cut feature to remove information from a document. The you can use the Paste feature to place the information you cut anywhere in the same or another document. In other words, you can move information from one place in a document to another place in the same or different document by using the Cut and Paste features. The Office Clipboard is a storage area. When you cut, Word stores the data you cut on the Clipboard. You can paste the information that is stored on the Clipboard as often as you like. EXERCISE 2 Cut with the Ribbon

1. Type the following: I want to move. I am content where I am. 2. Select "I want to move. " 3. Choose the Home tab. 4. Click the Cut button in the Clipboard group. Word cuts the text you selected and places it on the Clipboard. Your text should now read: "I am content where I am." Paste with the Ribbon

1. Place the cursor after the period in the sentence "I am content where I am." 2. Press the spacebar to leave a space. 3. Choose the Home tab. 4. Click the Paste button in the Clipboard group. Word pastes the text on the Clipboard. Your text should now read: "I am content where I am. I want to move." Alternate Method—Cut with a Context Menu

1. Type the following: I want to move. I am content where I am. 2. Select "I want to move. " 3. Right-click. The Mini toolbar and a context menu appear. 4. Click Cut on the menu. Your text should now read: "I am content where I am." Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence "I am content where I am." 2. Press the spacebar to leave a space. 3. Right-click. A Mini toolbar and a context menu appear. 4. Click Paste. Your text should now read: "I am content where I am. I want to move." Alternate Method—Cut with Keys 1. Type the following: I want to move. I am content where I am. 2. Select "I want to move." 3. Press Ctrl+x. 4. Your text should now read: " I am content where I am." Alternate Method—Paste with Keys 1. Place the cursor after the period in the sentence: "I am content where I am." 2. Press the spacebar to leave a space. 3. Press Ctrl+v. 4. Your text should now read: "I am content where I am. I want to move." Copy and Paste In Microsoft Word, you can copy information from one area of a document and place the information you copied anywhere in the same or another document. In other words, after you type information into a document, if you want to place the same information somewhere else, you do not have to retype the information. You simple copy it and then paste it in the new location. As with cut data, Word stores copied data on the Clipboard. EXERCISE 3 Copy with the Ribbon

1. Type the following: You will want to copy me. One of me is all you need. 2. Select "You will want to copy me." 3. Choose the Home tab. 4. Click the Copy button in the Clipboard group. Word copies the data you selected to the Clipboard. Paste with the Ribbon

1. Place the cursor after the period in the sentence: "One of me is all you need." 2. Press the spacebar to leave a space. 3. Choose the Home tab. 4. Click the Paste button in the Clipboard group. Word places the data you copied at the insertion point. Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me." Alternate Method—Copy with a Context Menu

1. Type the following: You will want to copy me. One of me is all you need. 2. Select "You will want to copy me." 3. Right-click. A Mini toolbar and a context menu appear. 4. Click Copy. Word places the data you copied at the insertion point. Your text should now read: "You will want to copy me. One of me is all you need. You will want to copy me." Alternate Method—Paste with a Context Menu

1. Place the cursor at the point at which you want to insert your text. 2. Choose the Home tab. 3. Click the Clipboard dialog box launcher to open the Clipboard. 4. Click the item on the clipboard you want to insert into your document. Word pastes the Clipboard item into your document at the insertion point. Create AutoText Cut and Copy both store information on the Clipboard. Information you store on the Clipboard is eventually lost. If you want to store information permanently for reuse, use AutoText. AutoText permanently stores information for future use. EXERCISE 5 Create AutoText

1. Type the following: AutoText information is stored permanently. 2. Select "AutoText information is stored permanently." 3. Choose the Insert tab. 4. Click Quick Parts in the Text group. A menu appears. 5. Click Save Selection to Quick Part Gallery. The Create New Building Block dialog box appears.

6. Microsoft Word suggests a name. Change the name by typing AT in the Name field. 7. Click OK. The dialog box closes. 8. Click anywhere in the text area to remove the highlighting. 9. Place the cursor between the period in the sentence you just typed and the paragraph marker (¶). 10. Press the spacebar to leave a blank space. 11. Type AT. 12. Press F3. Your text should now read: "AutoText information is stored permanently. AutoText information is stored permanently." Note: Whenever you need the text, simply type the name (AT) and then press F3. Use Spell Check Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error. In Word 2007, you can use the Review tab's Spelling & Grammar button to initiate a spell and grammar check of your document. EXERCISE 6 Use Spell Check

1. Type the following exactly as shown. Include all errors. Open thr door for Mayrala. She is a teacher from the town of Ridgemont. 2. Select: "Open thr door for Mayrala. She is a teacher from the town of Ridgemont." 3. Choose the Review tab. 4. Click the Spelling & Grammar button. The Spelling and Grammar dialog box appears.

6. "The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box. Word suggests correct spellings. These suggestions are found in the Suggestions box. 7. Click "the" in the Suggestions box. 8. Click Change. Note: If the word is misspelled in several places, click Change All to correct all misspellings. 9. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave "Mayrala" in the document with its current spelling. Note: If a word appears in several places in the document, click Ignore All so you are not prompted to correct the spelling for each occurrence. 10. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the dictionary, you might want to add that word to the dictionary by clicking the Add to Dictionary button. Word will then recognize the word the next time it appears. Click Add to Dictionary. 11. The following should appear on your screen: "Word finished checking the selection. Do you want to continue checking the remainder of the document?" 12. Click No. If you wanted Word to spell-check the entire document, you would have clicked Yes. Note: You can also press F7 to initiate a spelling and grammar check. If you don't have anything selected, Word checks the entire document. Find and Replace If you need to find a particular word or phrase in your document, you can use the Find command. This command is especially useful when you are working with large files. If you want to search the entire document, simply execute the Find command. If you want to limit your search to a selected area, select that area and then execute the Find command. After you find the word or phrase you are searching for, you can replace it with new text by executing the Replace command. EXERCISE 7 Use Find with the Ribbon

1. Type the following: Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School. 2. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." 3. Choose the Home tab. 4. Click Find in the Editing group. A menu appears. 5. Click the Find option on the menu. The Find and Replace dialog box appears.

6. Type east in the Find What field. 7. Click Find Next. Note that the "East" in Easton is highlighted. 8. Click Find Next again. Note that "east" is highlighted. 9. Click Find Next again. Note that the "East" in Eastern is highlighted. 10. Click Find Next. The following message should appear: "Word has finished searching the selection. Do you want to search the remainder of the document?" 11. Click No. 12. Click Cancel. Alternate Method—Find with Keys 1. Select: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." 2. Press Ctrl+f. 3. Follow steps 6 through 12 in the preceding section. Use Replace with the Ribbon

1. Select "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School." 2. Choose the Home tab. 3. Click Replace in the Editing group. The Find and Replace dialog box appears.

4. Type east in the Find What box. 5. Type west in the Replace With box. 6. Click Find Next. The East in Easton is highlighted. 7. Click Replace. Word replaces the "East" in "Easton" with "West" and then highlights the word "east." 8. Click Replace. Word replaces the word "east" with "west" and then highlights the word "Eastern." 9. Click Close. Do not replace the "East" in "Eastern" with "West." 10. Your text should now read, "Monica is from Weston. She lives on the west side of town. Her daughter attends Eastern High School." Alternate Method—Replace with Keys 1. Select "Monica is from Easton. She lives on the west side of town. Her daughter attends Western High School." 2. Press Ctrl+h. 3. Follow steps 4 through 11 in the preceding section. Change the Font Size A font is a set of characters (text) represented in a single typeface. Each character within a font is created by using the same basic style. In Microsoft Word, you can change the size of your font. The following exercise illustrates changing the font size. EXERCISE 8 Change the Font Size

1. Type the following: I can be any size you want me to be. 2. Select "I can be any size you want me to be." 3. Choose the Home tab. 4. In the Font group, click the down arrow next to the Font Size box. A menu of font sizes appears. 5. Move your cursor over the menu of font sizes. As you do, Word 2007 provides a live preview of the effect of applying each font size. 6. Click 36 to select it as your font size. Note: If you know the font size you want, you can type it in the Font Size field. Alternate Method—Change the Font Size with Grow Font and Shrink Font You can also change the size of your font by clicking the Grow Font and Shrink Font buttons. Selecting text and then clicking the Grow Font button makes your font larger. Selecting text and then clicking the Shrink Font button makes your font smaller.

1. Type the following: Grow Shrink 2. Select "Grow" 3. Choose the Home tab. 4. Click the Grow Font button several times. You font becomes larger. 5. Select Shrink. 6. Click the Shrink Font button several times. Your font becomes smaller. Change the Font In Microsoft Word, you can change the font (the "family" of type you use for your text). This feature is illustrated in the following exercise: EXERCISE 9 Change the Font with the Ribbon

1. Type the following: Changing fonts 2. Select "Changing fonts." 3. Choose the Home tab. 4. Click the down arrow next to the Font field. A menu of fonts appears. 5. Move the cursor over the list of fonts. Word 2007 provides a live preview of what the font will look like if you select it. 6. Click the font name to select the font you want. Alternate Method—Change the Font with the Mini Toolbar

Lesson 4: Formatting Paragraphs and Working with Styles When you type information into Microsoft Word, each time you press the Enter key Word creates a new paragraph. You can format paragraphs. For example, you can indent the first line of a paragraph, you can set the amount of space that separates paragraphs, and you can align a paragraph left, right, center, or flush with both margins. Styles are a set of formats you can quickly apply to a paragraph. For example, by applying a style, you can set the font, set the font size, and align a paragraph all at once. In this lesson, you will learn about the various formats you can apply to a paragraph and about styles. When you are formatting a paragraph, you do not need to select the entire paragraph. Placing the cursor anywhere in the paragraph enables you to format it. After you format a paragraph, pressing the Enter key creates a new paragraph in the same format. Open a Blank Document To begin a new Word project, you start by opening a new document.To begin this lesson, open a blank document in Microsoft Word. EXERCISE 1 Open a Blank Document

1. Open Word 2007. 2. Click the Microsoft Office button. A menu appears. 3. Click New. The New Document dialog box appears.

1. Place your cursor anywhere in the second paragraph of the sample text you created in Exercise 2. 2. Choose the Page Layout tab. The default spacing appears in the Spacing Before field. 3. Click the up arrow next to the Spacing Before field to increase the space before the paragraph. 4. Click the up arrow next to the Spacing After field to increase the amount of space after the paragraph. Note: You can click the down arrows next to the Spacing Before and the Spacing After fields to decrease the amount of space before or after a paragraph. You can also type the amount of space you want to use directly into the fields. Space is measured in points. There are 72 points to an inch. Change Line Spacing Line spacing sets the amount of space between lines within a paragraph. The spacing for each line is set to accommodate the largest font on that line. If the lines include smaller fonts, there will appear to be extra space between lines where the smaller fonts are located. At 1.5, the line spacing is set to one-and-a-half times the single-space amount. At 2.0, the line spacing is set to two times the single-space amount (double space). EXERCISE 4 Change Line Spacing

1. Place your cursor anywhere in the first paragraph of the sample text you created in Exercise 2. 2. Choose the Home tab. 3. Click the Line Spacing button in the Paragraph group. A menu of options appears. 4. Click 2.0 to double-space the first paragraph. Create a First-Line Indent Some people and organizations delineate the start of a new paragraph by indenting the first line. If you want to indent the first line of your paragraphs, you can use the Paragraph dialog box to set the amount by which you want to indent. In the Special Field of the Paragraph dialog box, you tell Word you want to indent the first line by choosing First Line from the menu options. In the By field, you tell Word the amount, in inches by which you want to indent. EXAMPLE: First-line Indent

            On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look.


EXERCISE 5 Create a First-line Indent

1. Place your cursor anywhere within the first paragraph of the sample text you created in Exercise 2. 2. Choose the Home tab. 3. In the Paragraphs group, click the launcher. The Paragraph dialog box appears.

4. Choose the Indents and Spacing tab. 5. Click to open the drop-down menu on the Special field. 6. Click First Line. 7. Enter 0.5" in the By field. 8. Click OK. The first line of your paragraph is now indented half an inch. Special Note: To remove the first line indent: 1. Place the cursor anywhere in the paragraph. 2. Choose the Home tab. 3. In the Paragraphs group, click the launcher. The Paragraph dialog box opens. 4. Choose the Indents and Spacing tab. 5. Click the down arrow next to the Special field and then click None. 6. Click OK. Indent Paragraphs Indentation allows you to indent your paragraph from the left and/or right margin. You may find this necessary when you are quoting a large block of text. The following exercise shows you how to indent a paragraph 1 inch from each side. EXAMPLE: Indentation On the Insert tab, the galleries include items that are designed to coordinate with the overall look of your document. You can use these galleries to insert tables, headers, footers, lists, cover pages, and other document building blocks. When you create pictures, charts, or diagrams, they also coordinate with your current document look. You can easily change the formatting of selected text in the document text by choosing a look for the selected text from the Quick Styles gallery on the Home tab. You can also format text directly by using the other controls on the Home tab. Most controls offer a choice of using the look from the current theme or using a format that you specify directly.

EXERCISE 6 Indent Paragraphs

1. Select the paragraphs you created. 2. Choose the Home tab. 3. Click the Align-right button in the Paragraph group. Word right-aligns your paragraphs. Left-align 1. Select the paragraphs you created. 2. Choose the Home tab. 3. Click the Align-left button in the Paragraph group. Word left-aligns your paragraph. Center 1. Selected the paragraphs you created. 2. Choose the Home tab. 3. Click the Center button in the Paragraph group. Word centers your paragraph. Justify 1. Select the paragraphs you created. 2. Choose the Home tab. 3. Click the Justify button in the Paragraph group. Word justifies your paragraph. Alternate Method—Right-Justify with Keys 1. Select the paragraphs you created. 2. Press Ctrl+r. The paragraph is now right-aligned. Alternate Method—Left-Justify with Keys 1. Select the paragraphs you created. 2. Press Ctrl+l. The paragraph is now left-aligned. Alternate Method—Center with Keys 1. Select the paragraphs you created. 2. Press Ctrl+e. The paragraph is now centered. Alternate Method—Justify with Keys 1. Select the paragraphs you created. 2. Press Ctrl+j. The paragraph is now justified. Create a Hanging Indent The hanging indent feature indents each line except the first line by the amount specified in the By field, as shown in the example. EXAMPLE:Hanging Indent Hanging Indent: The hanging indent feature indents the first line of the paragraph from the margin by the amount specified in the Left field. The amount in the Left field plus the amount specified in the By field indent all subsequent lines.

EXERCISE 8 Create a Hanging Indent

1. Type the following: Hanging Indent: The hanging indent feature indents the first line by the amount specified in the Left field. Subsequent lines are indented by the amount specified in the Left field plus the amount specified in the By field. 2. Select the paragraph you just typed. 3. Choose the Home tab. 4. Click the launcher in the Paragraph group. The Paragraph dialog box appears.

1. Choose the Home tab. 2. Click Change Styles in the Styles group. A menu appears. 3. Click Style Set. A menu appears. You can choose from any of the styles listed on the menu. 4. Click Simple. Word 2007 reformats all of the paragraphs into the Simple style by applying the Normal format to each paragraph. Apply a Style You can see of all the styles available to you in the style set by clicking the launcher in the Styles group and opening the Styles pane. You can leave the Styles pane open and available for use by docking it. To dock the Styles pane, click the top of the pane and drag it to the left or right edge of the Word window. You do not need to select an entire paragraph to apply a style. If the cursor is anywhere in the paragraph, when you click on the style, Word formats the entire paragraph.

EXERCISE 10

Apply the Title Style

1. Choose the Home tab. 2. Click the launcher in the Styles Group. The Styles pane appears. You can drag it to the side of the Word window to dock it. To close the Styles pane, click the Close button in the upper right corner of the pane . 3. Click anywhere in the paragraph "Single-Parent Family—Career Help." 4. Click Title in the Styles pane. Word 2007 applies the Title style to the paragraph. Headings and subheadings mark major topics within your document. With Word 2007, you can easily format the headings and subheadings in your document.

1. Click anywhere in the paragraph "The Nature of Single Parenthood." 2. In the Style box, click Heading 1. Word reformats the paragraph. 3. Repeat steps 1 and 2 in the following paragraphs: • Types of Single Parents • Career Development Needs of Single Parents • Career Development Programs

1. Click anywhere in the paragraph "Displaced Homemakers" 2. In the Style box, click Heading 2. Word reformats the paragraph. 3. Repeat steps 1 and 2 for the following paragraphs: • Displaced Homemakers • Adolescent Mothers • Single Fathers • High School Dropout Prevention • Established Education Sites

Alternate Method -- Apply Styles with the Ribbon You can also choose styles by selecting the option you want from the Styles group on the Ribbon. First you must place your cursor in the paragraph to which you want to apply the style. Then you click the More button in the Styles group to see all of the styles in the currently selected set. As you roll your cursor over each of the styles listed, Word 2007 provides you with a live preview of how the style will appear when applied. 1. Select the paragraphs "Emotional Support" through "Parenthood Education" (they are probably on page two).

2. Click the More button in the Styles group. 3. Locate and click the List Paragraph style. Word applies the List Paragraph style to the paragraphs you selected.

Change Style Sets

Once you have applied styles, changing to another style set is easy. You simply open the Style Set gallery. As you move your cursor down the menu, Word 2007 provides you with a live preview of the effect of applying the style set. To choose a style set, you click it.

EXERCISE 11

Change Style Sets 1. Click Change Styles in the Styles group. A menu appears. 2. Click Style Set. A menu appears. As you move your cursor down the menu Word 2007 provides you with a live preview of the effect of applying the Style set to your document. 3. Click Formal. Word 2007 reformats all of the paragraphs into the Formal style applying the appropriate format to each paragraph. This is the end of Lesson 3. You can save you file and close Word. See Lesson 2 to learn how to save and close.

Lesson 5: Adding Bullets and Numbers, Undoing and Redoing, Setting Page Layouts and Printing Documents If you have lists of data, you may want to bullet or number them. When using Microsoft Word, bulleting and numbering are easy. The first part of this lesson teaches you to bullet and number. After you have completed your document, you may want to share it with others. One way to share your document is to print and distribute it. However, before you print you may want to add page numbers and tell Word such things as the page orientation, the paper size, and the margin setting you want to use. In this lesson you will learn how to layout and how to print your documents.

In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and numbering styles are available, as shown in the examples. You can select the one you wish to use.

EXAMPLES: Numbering

EXAMPLES: Bulleting

EXERCISE 1

Bullets

1. Type the following list as shown:

• Apple
• Orange
• Grape
• Mango
• Cherry

2. Select the words you just typed. 3. Choose the Home tab. 4. In the Paragraph group, click the down arrow next to the Bullets button . The Bullet

Library appears.

5. Click to select the type of bullet you want to use. Word adds bullets to your list. Note: As you move your cursor over the various bullet styles, Word displays the bullet style onscreen.

To remove the bulleting:

1. Select the list again. 2. Choose the Home tab. 3. In the Paragraph group, click the down arrow next to the Bullets icon. The Bullet

dialog box appears.

4. Click None. Word removes the bullets from your list. Numbers

1. Type the following list as shown:

• Apple
• Orange
• Grape
• Mango
• Cherry

2. Select the words you just typed. 3. Choose the Home tab. 4. In the Paragraph group, click the down arrow next to the Numbering button . The

Numbering Library appears.

5. Click to select the type of numbering you want to use. Word numbers your list. Note: As you move your cursor over the various number styles, Word displays the number style onscreen.

To remove the numbering:

1. Select the list again. 2. Choose the Home tab. 3. In the Paragraph group, click the down arrow next yo the Numbering icon. The Number dialog box appears. 4. Click None. Word removes the numbering from your list. Undo and Redo You can quickly reverse most commands you execute by using Undo. If you then change your mind again, and want to reapply a command, you can use Redo.

EXERCISE 2

Undo and Redo

1. Type Undo example. 2. Click the Undo button on the Quick Access menu. The typing disappears. 3. Click the Redo button on the Quick Access menu. The typing reappears. 4. Select "Undo example." 5. Press Ctrl+b to bold. Word bolds the text. 6. Press Ctrl+i. Word italicizes the text. 7. Press Ctrl+u Word underlines the text. 8. Click the down arrow next to the Undo icon. You will see the actions you performed

listed. To undo the underline, click Underline; to undo the underline and italic, click Underline Italic; to undo the underline, italic, and bold click Bold etc.

9. To redo, click the Redo icon several times.

Alternate Method -- Undo & Redo by Using Keys

1. Type Undo example. 2. Press Ctrl+z. The typing disappears. 3. Press Ctrl+y. The typing reappears. 4. Select "Undo example." 5. Press Ctrl+u to underline. 6. Press Ctrl+z. The underline is removed. 7. Press Ctrl+y. The underline reappears.

Set the Orientation

Before you print your document, you may want to change the orientation of your pages. There are two orientations you can use: portrait and landscape. Paper, such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If you print in Portrait, the shortest edge of the paper becomes the top of the page. Portrait is the default option. If you print Landscape, the longest edge of the paper becomes the top of the page. Portrait

Landscape

EXERCISE 3

Set the Orientation

1. Choose the Page Layout tab. 2. Click Orientation in the Page Setup group. A menu appears. 3. Click Portrait. Word sets your page orientation to Portrait.

Set the Page Size

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11 paper which is the default page size in Word. If you are not using 8 1/2 by 11 paper, you can use the Size option in the Page Setup group of the Page Layout tab to change the Size setting. EXERCISE 4 Set the Page Size

1. Choose the Page Layout tab. 2. Click Size in the Page Setup group. A menu appears. 3. Click Letter 8.5 x 11in. Word sets your page size.

Set the Margins

Margins define the amount of white space that appears at the top, bottom, left, and right edges of your document. The Margin option in the Page Setup group of the Page Layout tab provides several standard margin sizes from which you can choose.

EXERCISE 5

Set the Margins

1. Choose the Page Layout tab. 2. Click Margins in the Page Setup group. A menu appears. 3. Click Moderate. Word sets your margins to the Moderate settings.

Page numbers help you keep your document organized and enable readers to find information quickly. You can add page numbers to the top, bottom, or margins of your pages, and you can choose where the numbers appear. For example, numbers can appear at the top of the page, on the left, right, or center of the page. Word also offers several number styles from which you can choose.

EXERCISE 6

1. Choose the Insert tab. 2. Click the Page Number button in the Header & Footer group. A menu appears. 3. Click Bottom of Page. 4. Click the right-side option. Insert Page Breaks

As you learned in Lesson 1, you can display your document in any of five views: Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout. In Print Layout view you see your document as it will appear when you print it. You can clearly see where each page ends and a new page begins.As you review your document, you may find that you want to change the point at which a new page begins. You do this by inserting a page break. For example, if a page heading appears on one page and the first paragraph under the heading appears on the next page, you may want to inser a page break before the heading to keep the heading and the first paragraph together.

EXERCISE 7

Change to Print View

1. Choose the View tab. 2. Click Print Layout in the Document Views group. Your document changes to the Print Layout view. Insert Page Breaks

1. Place your cursor before the D in "Displaced Homemakers" 2. Choose the Insert tab. 3. Click Page Break. Word places a page break in your document.

To delete a page break, you select the page break and then press the Delete key. Preview and Print Documents When you have your margins, tabs, and so on the way you want them, you are ready to print. In Word, You can preview your document before you print. In the Preview mode, you can review each page, view multiple pages at the same time, zoom in on a page, and access the Size, Orientation, and Margin options.If you press the Zoom button while you are in Preview mode, the Zoom dialog box appears. In the Zoom dialog box you can set the sizes of the pages that display as well as the number of pages that display.

When you are ready to print, you use the Print dialog box. In the Print Range area, choose All to print every page of your document, choose Current Page to print the page you are currently on, or choose Pages to enter the specific pages you want to print. Type the pages you want to print in the Pages field. Separate individual pages with commas (1,3, 13); specify a range by using a dash (4-9).

EXERCISE 8

Print Preview